Project Support Assistant

The Project Support Assistant will assist in planning and organizing project activities, providing administrative and financial support to ensure smooth implementation. The role involves coordination with partners, preparation of documents, and support for meetings and procurement activities in Gaza.

Responsibilities

• Draft standard correspondence, type and format a variety of documents related to projects’ activities.
• Provide support for meetings, seminars and workshops concerning the projects.
• Prepare necessary documents for all procurement and tendering activities required for the projects in line with the ILO Rules and Regulations and present to the ILO Office in Jerusalem for processing.
• Assist in the follow-up of the daily activities and ensure the smooth implementation with the ability to resolve any administrative problem arising within the implementation process and ensure reporting to the responsible officer.
• Assist in preparing all necessary Projects’ documentation, workplans, budgets and budget revisions, financial and technical reports.
• Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
• Coordinate communications and meetings of the projects’ staff and visiting missions.
• Maintain files, databases and official records related to projects’ activities. Search and select relevant information and records for officials upon request.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
• Develop a complete filling system for the project and keep all technical, financial, personnel and administrative documentation in the proper files.
• Perform other related duties as required.

Requirements

• Completion of secondary school education.
• At least three years’ experience in general office management and clerical support work.
• Excellent knowledge of one working language English, and good working knowledge of Arabic.
• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Skills

• Office Management
• Clerical Support
• English Language
• Arabic Language
• Work prioritization
• Schedule Management
• Deadline Management
• MS Word
• MS PowerPoint
• MS Excel
• Adobe Acrobat
• Administrative Document Preparation
• Filing System Management
• Drafting Correspondence
• Attention to Detail
• Oral Communication
• Written Communication
• Customer Service
• Multicultural Work Environment
• Gender Equality Awareness
• Project Coordination
• Financial Support
• Meeting Support
• Procurement Support

Languages

English, Arabic